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Meeting and Conference Rooms

Conference rooms

There are five medium to large conference/meeting rooms for use at the Second street building. The first floor has two medium-sized rooms as well as two large rooms. The north conference room is called the Valley Conference Center and can be utilized as one large conference space, or with the adjustable wall, can be divided into two smaller spaces. Separately, these are known as the San Joaquin Valley Room and the Sacramento Valley Room.

Capacity for the first floor conference rooms are as follows:

  • Sacramento Valley Conference Room #148—capacity allowance of 88 people.
  • San Joaquin Valley Conference Room #149—capacity allowance of 112 people.
  • Bay Room #105—capacity allowance of 8 people (extension #1347).
  • Coast Room #104—capacity allowance of 16-18 people (extension #1356).

The second floor has two medium-sized conference rooms:

  • Modoc Room #253—capacity allowance of 4 people (extension #1367).
  • Sierra Room #1358—capacity allowance of 8 people (extension #1358).

Reserving a room and scheduling events

Medium-size conference rooms are scheduled using your Outlook calendar. Following are detailed instructions.

PC instructions:

  • In MS Outlook, click on “Calendar”.
  • Choose a date by clicking on it in the week or month that appears.
  • Choose a time by clicking in it in the week or month that appears.
  • When the requested date window opens, click on “Scheduling Assistant” to choose it, then click on “Add room". In the search box at the top of the resulting screen, type ANR-Modoc, Sierra, Bay, or Coast (which are the only four medium-sized rooms schedulable through MS Outlook). Be sure to type “ANR-Modoc” for example since all of the rooms begin with “ANR- “ When ANR-Modoc appears, click on “Rooms->” so that the room you are choosing populates the search field. Populating the search field also results in the room being added to the “All Attendees” column.
  • Click on “Appointment” along the upper heading bar of the screen to choose the time you wish to occupy that room. Use the drop down menu arrows to refine the time. You may increase the time needed in the room by changing the time in the drop down arrow or by using your mouse, holding down the left mouse button for crosshairs to appear along the line of your preferred time and dragging the mouse to an earlier start, or later stop time.
  • Enter information in the Subject line and other attendees in the Attendee’s column. Click the Send button and voila, your room scheduling request is on it’s way for acceptance or decline by the chosen room.

Mac instructions:

  • In MS Outlook, click on “Calendar”
  • In the top menu click on “Meeting” and choose the day and time you’d like to schedule a meeting.
  • In meeting window, click on “Scheduling Assistant”. This window allows you to choose attendees and specify the conference room.
  • To add people: Under “All Attendees” click the plus button to add people to the meeting. For efficiency, type in the person’s name in the search bar. To add them, select their name and then click “required or optional”.
  • To select a room: Under Recent Rooms, click the plus button to access the window to choose the specific conference room you want. Type ANR Modoc, Sierra, Bay, or Coast (which are the only four medium-sized rooms schedulable through MS Outlook). Be sure to type “ANR-Modoc” for example since all of the rooms begin with “ANR- “ When ANR-Modoc appears, click on “Rooms->” so that the room you are choosing populates the search field. Populating the search field also results in the room being added to the “All Attendees” column. Click “Check Availability”. Make sure to click the box to the left of the room name to select that room.
  • Once you have added all attendees, click send. If you want a response, be sure to highlight “Request Responses”.

Large room reservations

Because the Valley Conference space is set aside mainly for larger events, please make reservations for the San Joaquin Valley Conference Room and/or the Sacramento Valley Conference Room at: http://ucce. ucdavis.edu/survey/survey.cfm?surveynumber=11283.

Catering

To ensure proper insurance is on file, use a UC Davis campus approved caterer. The following link directs you to the approved UC Davis caterers (http://www. cevs.ucdavis.edu/dept_cont/caterers/).

Video conferencing

All of the larger meeting rooms are fully equipped. Contact desktop support for assistance at 750-1212.

Meeting Rooms on Weekends

Checklist for those using smaller sized meeting rooms on weekends. If you have any questions or concerns, please submit them on Facilities Ask Button. 

For using the Valley Conference Center, please see Program Support Unit.